You are charged per player. The volunteers still do the work.
Registration opens, the treasurer spends three weekends reconciling payments against a spreadsheet, and the platform takes its fee on every child regardless. A club's rules are simple. The software it rents is not built around them.
What a youth club is usually paying for
Much of it never shows up in the club accounts, because the fee is added to what parents pay. It is still part of the cost of joining your club.
Growth in players is growth in fees, every season
A per-player fee has one property that matters: it restarts. The same child registering for autumn, spring and a summer camp is charged for three times. A club that adds an age group adds a permanent line to its software cost, and the platform's work did not change.
When the fee is passed to parents, committees tend to stop looking at it. It is worth adding up anyway. Take last season's registrations, multiply by the fee shown at checkout, and you have the sum your families paid a software company for the privilege of joining your club.
The hidden cost is volunteer time. Rented platforms handle the standard case and push everything else into spreadsheets: the family with three children, the player who joins mid-season, the hardship place that must be handled quietly. Those exceptions are where the treasurer's weekends go.
What we build around your club's rules
- Registration forms that match your programmesAge groups, recreational and travel squads, camps and clinics, with the medical and consent questions your club asks.
- Payment plans and family discountsInstalment schedules, sibling and multi-team discounts, and scholarship codes that are applied discreetly, all following rules your committee sets.
- Rosters and team formationRegistered players flow into squads, with waiting lists and coach assignments.
- Coach and parent messagingMessages by team, age group or whole club, with schedules and changes in the same place.
- A treasurer's viewWho has paid, who is on a plan, who is overdue, and totals by programme, without a spreadsheet beside it.
What we do not touch
- League and governing body registrationIf your federation or league requires players to be registered in its own system for eligibility or insurance, that stays. We can prepare the data in the shape it asks for.
- Background checks and safeguarding providersThose checks are run by accredited providers. We record the result and the expiry date, not the check itself.
- Card processingTaking card payments costs what the processor charges, under any system.
Built for a committee that changes every year
The real risk in a volunteer club is not software. It is that the person who understood the registration setup steps down and takes the knowledge with them. So ownership has to mean the club, not an individual: the accounts are in the club's name, the code and the data belong to the club, and how things work is written down where the next registrar can find it.
It also shapes timing. Registration opening day is the one date that cannot slip, so the new system should be run beside the old one on something smaller first, such as a holiday camp or a single age group, well before the main season opens.
Questions from club committees
We are all volunteers. Who looks after the system?
We do. Hosting, fixes and changes are covered by one flat monthly price, and when the committee wants something changed, someone messages us. Nobody at the club needs to be technical.
Our league makes us register players in its system. Does that clash?
No. The league system handles eligibility, and it stays. What we replace is the part you chose yourselves: collecting registrations and money, forming teams and talking to parents. Where the league accepts an upload, we produce the file.
Can parents still pay in instalments?
Yes, on the schedule your committee sets, with reminders and a clear view for the treasurer of who is behind. The card charges themselves run through a payment processor, as they do today.
Is a small club too small for this?
It can be. If your fees are modest and a spreadsheet covers the exceptions, stay where you are. Add up a full year of per-player fees, including what parents pay, with the calculator on this site. If the total is small, we will tell you to keep what you have.
From the blog, for youth sports clubs
- How to document what your software does before replacing itSeptember 29, 2026 · Before replacing club software, record what each role really does with it: screens, reports, automatic messages, overnight jobs and once-a-year tasks.
- What happens to custom software when the developer disappears?September 23, 2026 · Custom software keeps running until something changes. The real risks when a developer vanishes, and what a club should hold itself to stay in control.
Keep reading
Tell us what registration costs your club
The per-player fee, roughly how many players, and what the volunteers still do by hand.
Hiro costs about a tenth of what you pay now, quoted against your own bill. Hosting, fixes and changes included, and no per-seat fees.